Meeting Held on Tuesday 24 February 2015 at 7.00pm
PRESENT: Ann Skelton (Chairperson), Stuart Cameron (Principal), Yvonne Hall, Darren Wright, Fleur Howard, Rachel Dippie (Staff Representative).
IN ATTENDANCE: Tracey Mora (Assistant Principal)
Sally Kent (Deputy Principal)
Sue Stevens (recording minutes)
APOLOGIES: Paul White
INTRODUCTION / GENERAL
1. WELCOME AND APOLOGIES
The Chairperson declared the meeting open and welcomed everyone. One apology received and accepted.
2. APPROVAL OF MINUTES FROM THE PREVIOUS TWO MEETINGS
Resolved: That the minutes of the Board of Trustees meeting held on 18 November 2014, having been circulated, be approved and adopted as a true and correct record of that meeting.
Moved: A Skelton Seconded: D Wright Carried
Resolved: That the minutes of the Board of Trustees meeting held on 31 January 2015, having been circulated, be approved and adopted as a true and correct record of that meeting.
Moved: A Skelton Seconded: Y Hall Carried
3. MATTERS ARISING FROM THE MINUTES
· The signed third party occupancy agreement has been received from the CCC. The Sumner Community Group has not mentioned excess water use. The Board decided to invoice them with a covering letter accompanying the first invoice. The urinals run constantly and there may still be a leak somewhere. The Kindergarten’s water use is minimal.
· MLE for the school website. A suggestion was made to start recording the school’s journey with MLEs under Parent Information. S Cameron will do this eventually. A search button would be helpful on the website.
4. CORRESPONDENCE
INCOMING
· From The Netball Centre. The CCC no longer require a certificate of title. D Wright will draw up an agreement regarding ownership of the courts. The school will monitor their electricity use and invoice them for this at the end of the season.
· The Code of Compliance for the hall is yet to be issued by the CCC. We are waiting for further information from Leighs Construction.
OUTGOING
· None
CURRICULUM
5. SOCIAL STUDIES REPORT (Y Hall & T Mora)
The Curriculum Area Report for Social Studies had been circulated prior to the meeting and was taken as read. The Board discussed this and thanked Y Hall and T Mora for the report.
6. ATTENDANCE ANALYSIS FOR 2014 (T Mora)
The Attendance Analysis for 2014 had been circulated prior to the meeting and was taken as read. The Board discussed this and compared the 2013 and 2014 results. T Mora explained how the unjustified absences are followed up by the school. The Board discussed what else the management could do to follow this up and concluded what was being done was sufficient.
The Board of Trustees Reporting Cycle was distributed. T Mora will place this on the website.
7. POLICY AND PROCEDURES OF GLOBAL CONNECTIONS PROGRAMMES (A Skelton )
The Policy Committee has reviewed the draft Global Citizenship Policy and Host Family Procedure.
Resolved: That the Board adopts the Global Citizenship Policy and Host Family Procedure after inclusion of the edits recommended by the Policy Committee.
Moved: D Wright Seconded: Y Hall Carried
8. RAMS FOR SAMOA AND GLENDAL (S Cameron)
The Policy Committee has met to discuss these RAMS.
An amended draft for the Samoa RAMS will come back to the Policy Committee and then come back to the next Board meeting for approval.
Surfing for Glendal School students is level 3. The Policy Committee recommends that our RAMS are amended to ensure that the parent helpers are asked and confirm that they are able swimmers. There are two other edits required to ensure that our RAMS are consistent with those of the Christchurch School of Surf RAMS. The Policy Committee recommends approval of the RAMS based on those amendments.
Resolved: That the Board approves the Glendal RAMS once the above amendments are added, specifically that regarding to parents who are swimming.
Moved: F Howard Seconded: D Wright Moved
GOVERNANCE
9. STRATEGIC PLAN AND CHARTER (A Skelton)
A Skelton and S Cameron presented the amended Strategic Plan and Charter. Board members are to email any feedback to A Skelton by the end of the week.
S Cameron has developed some of the ideas listed in the Strategic Plan into the Annual Plan, and has added some targets.
Resolved: That the Charter and Annual Plan are approved based on any further feedback and is to be sent into the Ministry by the beginning of March.
Moved: Y Hall Seconded: A Skelton Carried
10. PRINCIPAL’S REPORT (S Cameron)
The Principal’s report had been circulated prior to the meeting and taken as read.
Resolved: That the Principal’s report is accepted.
Moved: S Cameron Seconded: A Skelton Moved
11. FINANCIAL STATEMENTS
DECEMBER 2014 FINANCES (D Wright)
The Income Statement, Balance Sheet and Uncommitted Funds Projection for December 2014 and the minutes of the February 2015 finance meeting had been circulated prior to the meeting and were taken as read.
The year-end uncommitted funds projection of $258,788 is incorrect. This is due to the software not summing budgeted income to year end, as some of those figures have exceeded our budgeted income. The accountants have reported that this is common at the end of the year. The reliable figure for uncommitted funds at year-end is $446,577. Taking remaining capital expenditure and tagged funds into consideration, and that no further expenditure is expected this year for Learning Resources, Administration of Property results in a very approximate conservative uncommitted figure of $294,738.
The Board noted the increased income from building hire and queried if this is resulting in maintenance issues. S Cameron responded that the largest was probably the cost of electricity. A recent event has resulted in the need to replace a corner of carpet and cleaning of some areas. The income from building hire is covering maintenance. The Board concluded our hire charges are sufficient to cover maintenance.
Y Hall reported that the drains in Room 7 and the Nancy Meherne room are blocking. If this continues S Cameron is to be informed.
An overdraft facility was set up late last year to cover an end-of-year cash flow shortage resulting from legislation changes preventing breaking term deposits. Due to end-of-year time constraints the Finance Committee was unable to change the finance policy quickly enough to accommodate the change in legislation. The overdraft facility was held for 19 days at no cost to the school. This was discussed. As the current term deposits mature the school will now break them into smaller parcels and hold more reserves in our cash accounts, and vary the maturity dates. This problem has been noted and the Board considers it sorted.
Resolved: That the December 2014 finance reports are accepted.
Moved: D Wright Seconded: A Skelton Carried
2015 BUDGET (S Cameron)
S Cameron presented the final budget for 2015. This was discussed in detail in relation to the financial position achieved at the end of 2014 and the refinements that had been made to the draft budget presented at the November Board meeting.
The Board discussed and decided to reduce the amount of depreciation to $30,000 from the previous years’ figure of $40,000. The Board decided to get Solutions & Services out to look at the fixed asset register and assess a proper depreciation figure. This figure will then be added to the budgeted targeted funds.
Resolved: That the Board approves the 2015 budget.
Moved: S Cameron Seconded: Y Hall Carried
MOTIONS FOR THE ACCOUNTANT
Resolved: That the Board authorises the Chairperson and Principal to sign the Statement of Responsibility for the 2014 Annual Accounts on the Board’s behalf when confirmation is received that the audit has been completed.
Moved: D Wright Seconded: A Skelton Carried
Resolved: That the Board approves the inclusion of a budget for the 2014 Statement of Financial Position which is derived from the Board’s 2014 operating and capital purchases budgets.
Moved: D Wright Seconded: F Howard Carried
Resolved: That the Board approves the inclusion of a budget for Ministry paid teacher salaries in the 2014 Statement of Comprehensive income. The budget shall be equal to the actual teacher salary costs for the 2014 year and will include an income amount and an equivalent expenditure budget.
Moved: D Wright Seconded: F Howard Carried
Resolved: That the Board approves the inclusion of a budget for the use of land and buildings equal to the Ministry of Education estimate of notional lease cost for 2014. the 2014 figure will include an income amount and equivalent expenditure budget.
Moved: D Wright Seconded: A Skelton Carried
8:41pm T Mora left the meeting.
12. PROPERTY – SUN SHADE/SUN EXPOSURE ISSUES (A Skelton)
There is insufficient sun shade on the school grounds for the students. This has also been discussed at the PTA meeting. The Board discussed short, medium and long-term solutions discussed.
8:43 pm T Mora rejoined the meeting.
The Board will continue to enforce sun hats, and will continue to encourage rash tops and develop long-term strategies once the outcome from the MOE is clear. The Board fully encourages students to be sun safe, and will take this into account when the school is redesigned.
13. COMMITTEE MAKE-UP/REVIEW
8:55 pm Resolved: That the meeting move into Public Excluded Session for reasons of legal and professional privilege and to protect the privacy of natural persons went into committee.
Moved: A Skelton
9:20 pm Resolved: That the meeting resume in Public Session and confirm that the business discussed in the Public Excluded Session remains confidential to the Board.
Moved: S Skelton
14. PERSONNEL
PRINCIPAL’S APPRAISAL
A Skelton and S Cameron met with Russell Vollar of eTime to begin S Cameron’s Principals Appraisal. Targets have been set and will be met by the end of the year.
STAFF SCHOLARSHIP AWARENESS
S Cameron will promote the staff scholarship at the staff meeting next Tuesday.
15. PRINCIPAL’S PD PROPOSAL
Following on from the discussion concerning this held at the last Board meeting, the itinerary and final costings had been circulated by email prior to this meeting and were approved by the Board.
Resolved: That the Board approves the itinerary and final costings for the Principal’s overseas professional development trip.
Moved: F Howard Seconded: A Skelton Carried
D Wright reported that he is aware of a student undertaking a Master’s thesis on tsunami response and evacuation. He suggested the student could include the school’s response to widen his thesis. D Wright will email Mathew Hughes, lecturer at UC, to request this.
16. FAREWELL TO T MORA
T Mora was thanked for her contribution to Sumner School over the past three years.
T Mora thanked the Board for the support they have given her.
9:40 pm There being no further business the meeting closed.
IN ATTENDANCE: Tracey Mora (Assistant Principal)
Sally Kent (Deputy Principal)
Sue Stevens (recording minutes)
APOLOGIES: Paul White
INTRODUCTION / GENERAL
1. WELCOME AND APOLOGIES
The Chairperson declared the meeting open and welcomed everyone. One apology received and accepted.
2. APPROVAL OF MINUTES FROM THE PREVIOUS TWO MEETINGS
Resolved: That the minutes of the Board of Trustees meeting held on 18 November 2014, having been circulated, be approved and adopted as a true and correct record of that meeting.
Moved: A Skelton Seconded: D Wright Carried
Resolved: That the minutes of the Board of Trustees meeting held on 31 January 2015, having been circulated, be approved and adopted as a true and correct record of that meeting.
Moved: A Skelton Seconded: Y Hall Carried
3. MATTERS ARISING FROM THE MINUTES
· The signed third party occupancy agreement has been received from the CCC. The Sumner Community Group has not mentioned excess water use. The Board decided to invoice them with a covering letter accompanying the first invoice. The urinals run constantly and there may still be a leak somewhere. The Kindergarten’s water use is minimal.
· MLE for the school website. A suggestion was made to start recording the school’s journey with MLEs under Parent Information. S Cameron will do this eventually. A search button would be helpful on the website.
4. CORRESPONDENCE
INCOMING
· From The Netball Centre. The CCC no longer require a certificate of title. D Wright will draw up an agreement regarding ownership of the courts. The school will monitor their electricity use and invoice them for this at the end of the season.
· The Code of Compliance for the hall is yet to be issued by the CCC. We are waiting for further information from Leighs Construction.
OUTGOING
· None
CURRICULUM
5. SOCIAL STUDIES REPORT (Y Hall & T Mora)
The Curriculum Area Report for Social Studies had been circulated prior to the meeting and was taken as read. The Board discussed this and thanked Y Hall and T Mora for the report.
6. ATTENDANCE ANALYSIS FOR 2014 (T Mora)
The Attendance Analysis for 2014 had been circulated prior to the meeting and was taken as read. The Board discussed this and compared the 2013 and 2014 results. T Mora explained how the unjustified absences are followed up by the school. The Board discussed what else the management could do to follow this up and concluded what was being done was sufficient.
The Board of Trustees Reporting Cycle was distributed. T Mora will place this on the website.
7. POLICY AND PROCEDURES OF GLOBAL CONNECTIONS PROGRAMMES (A Skelton )
The Policy Committee has reviewed the draft Global Citizenship Policy and Host Family Procedure.
Resolved: That the Board adopts the Global Citizenship Policy and Host Family Procedure after inclusion of the edits recommended by the Policy Committee.
Moved: D Wright Seconded: Y Hall Carried
8. RAMS FOR SAMOA AND GLENDAL (S Cameron)
The Policy Committee has met to discuss these RAMS.
An amended draft for the Samoa RAMS will come back to the Policy Committee and then come back to the next Board meeting for approval.
Surfing for Glendal School students is level 3. The Policy Committee recommends that our RAMS are amended to ensure that the parent helpers are asked and confirm that they are able swimmers. There are two other edits required to ensure that our RAMS are consistent with those of the Christchurch School of Surf RAMS. The Policy Committee recommends approval of the RAMS based on those amendments.
Resolved: That the Board approves the Glendal RAMS once the above amendments are added, specifically that regarding to parents who are swimming.
Moved: F Howard Seconded: D Wright Moved
GOVERNANCE
9. STRATEGIC PLAN AND CHARTER (A Skelton)
A Skelton and S Cameron presented the amended Strategic Plan and Charter. Board members are to email any feedback to A Skelton by the end of the week.
S Cameron has developed some of the ideas listed in the Strategic Plan into the Annual Plan, and has added some targets.
Resolved: That the Charter and Annual Plan are approved based on any further feedback and is to be sent into the Ministry by the beginning of March.
Moved: Y Hall Seconded: A Skelton Carried
10. PRINCIPAL’S REPORT (S Cameron)
The Principal’s report had been circulated prior to the meeting and taken as read.
Resolved: That the Principal’s report is accepted.
Moved: S Cameron Seconded: A Skelton Moved
11. FINANCIAL STATEMENTS
DECEMBER 2014 FINANCES (D Wright)
The Income Statement, Balance Sheet and Uncommitted Funds Projection for December 2014 and the minutes of the February 2015 finance meeting had been circulated prior to the meeting and were taken as read.
The year-end uncommitted funds projection of $258,788 is incorrect. This is due to the software not summing budgeted income to year end, as some of those figures have exceeded our budgeted income. The accountants have reported that this is common at the end of the year. The reliable figure for uncommitted funds at year-end is $446,577. Taking remaining capital expenditure and tagged funds into consideration, and that no further expenditure is expected this year for Learning Resources, Administration of Property results in a very approximate conservative uncommitted figure of $294,738.
The Board noted the increased income from building hire and queried if this is resulting in maintenance issues. S Cameron responded that the largest was probably the cost of electricity. A recent event has resulted in the need to replace a corner of carpet and cleaning of some areas. The income from building hire is covering maintenance. The Board concluded our hire charges are sufficient to cover maintenance.
Y Hall reported that the drains in Room 7 and the Nancy Meherne room are blocking. If this continues S Cameron is to be informed.
An overdraft facility was set up late last year to cover an end-of-year cash flow shortage resulting from legislation changes preventing breaking term deposits. Due to end-of-year time constraints the Finance Committee was unable to change the finance policy quickly enough to accommodate the change in legislation. The overdraft facility was held for 19 days at no cost to the school. This was discussed. As the current term deposits mature the school will now break them into smaller parcels and hold more reserves in our cash accounts, and vary the maturity dates. This problem has been noted and the Board considers it sorted.
Resolved: That the December 2014 finance reports are accepted.
Moved: D Wright Seconded: A Skelton Carried
2015 BUDGET (S Cameron)
S Cameron presented the final budget for 2015. This was discussed in detail in relation to the financial position achieved at the end of 2014 and the refinements that had been made to the draft budget presented at the November Board meeting.
The Board discussed and decided to reduce the amount of depreciation to $30,000 from the previous years’ figure of $40,000. The Board decided to get Solutions & Services out to look at the fixed asset register and assess a proper depreciation figure. This figure will then be added to the budgeted targeted funds.
Resolved: That the Board approves the 2015 budget.
Moved: S Cameron Seconded: Y Hall Carried
MOTIONS FOR THE ACCOUNTANT
Resolved: That the Board authorises the Chairperson and Principal to sign the Statement of Responsibility for the 2014 Annual Accounts on the Board’s behalf when confirmation is received that the audit has been completed.
Moved: D Wright Seconded: A Skelton Carried
Resolved: That the Board approves the inclusion of a budget for the 2014 Statement of Financial Position which is derived from the Board’s 2014 operating and capital purchases budgets.
Moved: D Wright Seconded: F Howard Carried
Resolved: That the Board approves the inclusion of a budget for Ministry paid teacher salaries in the 2014 Statement of Comprehensive income. The budget shall be equal to the actual teacher salary costs for the 2014 year and will include an income amount and an equivalent expenditure budget.
Moved: D Wright Seconded: F Howard Carried
Resolved: That the Board approves the inclusion of a budget for the use of land and buildings equal to the Ministry of Education estimate of notional lease cost for 2014. the 2014 figure will include an income amount and equivalent expenditure budget.
Moved: D Wright Seconded: A Skelton Carried
8:41pm T Mora left the meeting.
12. PROPERTY – SUN SHADE/SUN EXPOSURE ISSUES (A Skelton)
There is insufficient sun shade on the school grounds for the students. This has also been discussed at the PTA meeting. The Board discussed short, medium and long-term solutions discussed.
8:43 pm T Mora rejoined the meeting.
The Board will continue to enforce sun hats, and will continue to encourage rash tops and develop long-term strategies once the outcome from the MOE is clear. The Board fully encourages students to be sun safe, and will take this into account when the school is redesigned.
13. COMMITTEE MAKE-UP/REVIEW
8:55 pm Resolved: That the meeting move into Public Excluded Session for reasons of legal and professional privilege and to protect the privacy of natural persons went into committee.
Moved: A Skelton
9:20 pm Resolved: That the meeting resume in Public Session and confirm that the business discussed in the Public Excluded Session remains confidential to the Board.
Moved: S Skelton
14. PERSONNEL
PRINCIPAL’S APPRAISAL
A Skelton and S Cameron met with Russell Vollar of eTime to begin S Cameron’s Principals Appraisal. Targets have been set and will be met by the end of the year.
STAFF SCHOLARSHIP AWARENESS
S Cameron will promote the staff scholarship at the staff meeting next Tuesday.
15. PRINCIPAL’S PD PROPOSAL
Following on from the discussion concerning this held at the last Board meeting, the itinerary and final costings had been circulated by email prior to this meeting and were approved by the Board.
Resolved: That the Board approves the itinerary and final costings for the Principal’s overseas professional development trip.
Moved: F Howard Seconded: A Skelton Carried
D Wright reported that he is aware of a student undertaking a Master’s thesis on tsunami response and evacuation. He suggested the student could include the school’s response to widen his thesis. D Wright will email Mathew Hughes, lecturer at UC, to request this.
16. FAREWELL TO T MORA
T Mora was thanked for her contribution to Sumner School over the past three years.
T Mora thanked the Board for the support they have given her.
9:40 pm There being no further business the meeting closed.
